Sr. Administrative Assistant to HR/Legal/Internal Audit Dept. – Japanese Bilingual

Location: Midtown Manhattan, New York (Fully On-site)

Salary: $50,000–$57,000 plus full benefits package

Status: Non-Exempt

Language: Bilingual English/Japanese (above business-level)

A global trading and investment firm is seeking a Senior Administrative Assistant to support senior leaders across Human Resources & General Affairs, Legal & Compliance, and Internal Audit.

Responsibilities

• Provide high-level administrative support to senior department leaders, including complex calendar management, scheduling internal and external meetings, coordinating travel arrangements, and processing expense reimbursements in line with company policy.
• Support multiple departments with daily operational and administrative tasks, including invoice processing, internal system access requests, internal communications distribution, and basic AP/AR and prepaid expense tracking.
• Prepare routine reports, presentations, surveys, correspondence, and other business materials, including confidential documents.
• Coordinate meeting logistics such as scheduling, room reservations, material preparation, and onsite support.
• Support HR and General Affairs operations, including onboarding and offboarding administration and ongoing data maintenance in internal notification systems.
• Assist Legal & Compliance with tracking and reporting activities in internal workflow systems, as well as departmental budget input and periodic forecasting support.
• Support Internal Audit administration by maintaining records for professional memberships and software subscriptions, monitoring renewal schedules, and assisting with budget and forecast input.
• Provide backup administrative coverage for executive assistants supporting senior leadership when needed.
• Maintain office supplies, organize files and records, respond to routine correspondence, and handle general information requests.
• Assist with onboarding and offboarding logistics for department staff, including coordination of system access, equipment, and related administrative processes.
• Provide administrative and logistical support for internal and external corporate events, leadership visits, board-related meetings, and regional gatherings.
• Identify opportunities to improve administrative workflows and recommend more efficient processes.

Qualifications

• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• 3 to 5 years of progressive administrative experience in a corporate environment.
• Experience supporting multiple teams or departments simultaneously.
• Strong ability to manage routine and time-sensitive tasks, prioritize effectively, and escalate issues when appropriate.
• Excellent verbal and written communication skills, with the ability to interact professionally across all levels of the organization.
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Experience with SAP and Concur is preferred.
• Japanese language ability is a big plus.

This is a fully on-site role ideal for a proactive and detail-oriented administrative professional seeking a stable corporate environment.

Disclaimer: This job description is a sample JD for recruitment purposes and does not disclose the name of the hiring company.

To apply, please send resume to nyamamoto@pasona.com